Overview
- The UCSD Budget vs Actual report provides the user with budget, actual, carryforward balance, and budget variances in a profit and loss statement format
- Any row in the report may be expanded to display the detailed account balances that make up the row amount
Critical Concepts
- User roles: General Ledger Inquiry and Reporting JR and BI Consumer JR are required to run report
- Budget data includes the total operating budget, both recurring and one-time, and comes from the Oracle EPBCS Planning and Budgeting system
- Data in the budget column does not include carryforward balances; carryforward balance is reported at the bottom of the report
- The July 1 carryforward balance in Account 300000 is reported
- Net Position is added to the July 1 carryforward balance to calculate Ending Balance
- Net Position calculation: Total Resources – Total Expenses
- Ending Balance calculation: Net Position + Carryforward Balance
- Unfavorable variances display with parentheses ( ); favorable variances have no parentheses
- Report rows use the managerial view of the account hierarchy known as the managerial reporting account hierarchy, not the standard financial account hierarchy
- Report data is YTD for the Accounting Period selected
- The report can be run for any of these attributes:
- Current year accounting period
- Financial Unit or any level in the Financial Unit hierarchy
- All Funds, Core Funds only, or any specific Fund or multiple Funds
- Project, however no budget data is available for Projects
Steps to Take
How to Access and Review the UCSD Budget vs Actual Report
- Go to bah.ucsd.edu
- Navigate to the Budget & Finance tab, click on the Budget and Financial Management Reports Panorama
- Select Run report on the pop-up menu, and log into Oracle via UCSD Single Sign-On
- Under Oracle BI Managerial Reports, select Budget vs Actual, and select ‘Click here to run the Budget vs Actual report’ in blue hyperlink

- In Enter Accounting Period End
- Either enter the Accounting Period directly in the prompt box using the format Mmm-YY, e.g. Sep-20, other month values are Oct-20, Nov-20, Dec-20, Jan-21, etc.
- Only select one Accounting Period as the Accounting Period is YTD
- To select the Accounting Period from the list, click the search box to the right of field
- Once the period is selected from the list on the left, click the > icon to move under Name column
- If there is an Accounting Period under Name column, that is unwanted, click the < icon to remove it
- Click OK at the bottom of the screen when complete

- In Enter Financial Unit, there are two options for entering the Financial Unit:
Option 1 – Enter the 7-digit Financial Unit number directly into the field, recommended method
Option 2 – Search for the Financial Unit or the Financial Unit level using the hierarchy, the steps to accomplish this are below:
- To the right of the Enter Financial Unit field, click the search icon
- Expand FINANCIAL UNIT folder
- Expand UCSD_FIN_UNIT_T-UCSD_FIN_UNIT_T_V1 folder

- Click on the Menu
icon on the top left of the screen, under the word Find: and uncheck the value Name, screen displays below

- Expand 160000AA-UC San Diego, this is the top level of the Financial Unit hierarchy
- Drill down to the Financial Unit level hierarchy or down to the desired Fin Unit by expanding each level, select the desired level/Fin Unit box, e.g. select the VC CFO unit
- Click the > icon in the middle of the screen to move this selection to the Name column

- Select the All FINANCIAL UNIT Values box in the Name column, and click the < icon to remove it
- The Name column should only have the selected values, click OK button at the lower right when complete

- In Enter Fund
- There are two options for entering the fund:
Option 1 – Enter the 5-digit Fund Number directly into the prompt field, recommended method
Option 2 – Use the Fund groupings Core Funds or All Funds, or search for the Fund Number by following these steps:

- In Enter Fund, to run the Report for:
- Core Funds only, in Row 1, click on the Core Funds checkbox
- All Funds, in Row 2, click on the All Fund checkbox
- A single Fund or multiple Funds, click on the desired Fund Number box
- To search for a Fund Number, at the top of the report, in the Find field, select Name, enter the Fund Number, e.g. enter 13991 and press Enter
- To search by Fund Name, change the Find field to Default, enter a search word within 2 asterisks, e.g. enter Tuition to search for Fund Names containing the word Tuition, and press Enter

- Once the Fund or Funds are selected, click the > icon in the middle of the screen to move this selection to the Name column
- Select the All FUND Values box on the right side of the screen and click the < icon in the middle of the screen to remove this selection
- The Name column should only have those Fund Numbers desired for Report output, up to 3 are allowed, click the OK button at the lower right when complete

- In Enter Project, there are two options for entering the Project Number:
Option 1 – Enter the 7-digit Project Number directly into the prompt field, recommended method
Option 2 – Search for the Project Number using a keyword
- Expand PROJECT folder
- Expand All PROJECT Values folder
- In the Find field, select Default, in the Search field, enter a key word between 2 asterisks and press Enter
- Select the desired project(s) by selecting it, click the > icon in the middle of the screen to move this selection to the Name column
- Select the All Projects Values box on the right side of the screen and click the < icon in the middle of the screen to remove this selection
- The Name column should only have those Projects Numbers desired for Report output, click OK at the lower right when complete
- Once all Prompt selections are complete, click OK to generate the report, the report output defaults to HTML preview

- To expand all rows to the detail account balances, click on Expand All
- To drill into the Account Groupings that make up the Total Resources and Total Expenses, click the arrows to the left of the row name
- Keep clicking the arrows to drill into the accounts that make up the account groupings
- To drill into the Account Balances that make up each line item amount, press the arrows to the left of the row name
- To view the report in PDF version, in the upper left of the page, select the HTML Preview drop down arrow and select desired output: PDF Preview, Excel, Word or PowerPoint, etc.
